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Home My WebLink About08-15-2022 Public Art Commission - Online Art Challenge Subcommittee Agenda PacketSaratoga Public Art Commission Online Art Challenge Subcommittee Agenda August 15, 2022 – Page 1 of 3 SARATOGA PUBLIC ART COMMISSION ONLINE ART CHALLENGE SUBCOMMITTEE August 15, 2022 12:00 P.M. REGULAR MEETING Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19 This meeting will be held entirely by teleconference. All members of the committee and staff will only participate via the Zoom platform using the process described below. The meeting is being conducted pursuant to recent amendments to the teleconference rules required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of emergency when local official have recommended social distancing. The purpose of the amendments is to provide the safest environment for the public, elected officials, and staff while allowing for continued operation of the government and public participation during the COVID-19 pandemic. Members of the public can view and participate in the meeting using the following access information: • Webinar URL: https://us02web.zoom.us/j/85479896699 • Webinar ID: 854 7989 6699 • Call In: 1.408.638.0968 or 1.669.900.6833 The public will not be able to participate in the meeting in person. Written Communications Comments can be submitted in writing at www.saratoga.ca.us/publicart. Written communications received prior the end of the comment period will be provided to the members of the Commission and included in the agenda packet and/or supplemental meeting materials. Public Comment Members of the public may comment on any item for up to three (3) minutes. The amount of time for public comment may be reduced. Saratoga Public Art Commission Online Art Challenge Subcommittee Agenda August 15, 2022 – Page 2 of 3 CALL TO ORDER ROLL CALL ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the committee on matters not on the agenda. The law generally prohibits the committee from discussing or taking action on such items. However, the committee may schedule the item for discussion at a future meeting. AGENDA ITEMS: 1. Online Art Challenge Subcommittee Minutes Recommended Action: Review and approve the draft minutes for the June 27, 2022 On line Art Challenge Subcommittee meeting. Draft Minutes 2. Online Art Challenge Recommended Action: Finalize monthly themes for the Online Art Challenge, discuss concerns relating to submittal of progress photos, and develop a plan for recruitment of outside panel of judges. Memo ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, & COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Crystal Bothelio, Assistant City Manager for the City of Saratoga, declare that the foregoing agenda for the meeting of the Public Art Commission Online Art Challenge Subcommittee was posted and available for review on August 12, 2022 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us Signed this 12th day of August 2022 at Saratoga, California. Crystal Bothelio, Assistant City Manager In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Commission by City staff in connection with this agenda, copies of materials distributed to the Commission concurrently with the posting of the agenda, and materials distributed to the Commission by staff after the posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II] Saratoga Public Art Commission Online Art Challenge Subcommittee Minutes June 27, 2022 – Page 1 of 2 MINUTES SARATOGA PUBLIC ART COMMISSION ONLINE ART CHALLENGE SUBCOMMITTEE REGULAR MEETING JUNE 27, 2022 CALL TO ORDER The meeting was called to order at 4:01 p.m. ROLL CALL Present: Vice Chair Sohini Kar Absent: None Also Present: Kayla Nakamoto, Crystal Bothelio ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS: 1. Online Art Challenge Recommended Action: Consider options for an online art challenge and finalize an implementation recommendation to be considered by the Public Art Commission at the July 18, 2022 meeting. If needed, additional meetings may be scheduled to finalize the recommendation to the Commission. City staff provided an overview of preliminary options for the online art challenge, the work plan item, and schedule for implementation. Vice Chair Sohini Kar considered options for the online art challenge and recommended the following to be considered by the Commission at the July 18, 2022 meeting: • Timeframe: The challenge would be conducted during the fall season from October through December with a new theme each month to inspire monthly submissions of artwork. Outreach and registration would begin in September. • Eligible Participants: Saratoga residents or any age may register to participate. Registered participants will be asked to select 1 medium for length of challenge. • Allowable Mediums: painting, drawing, photography, mixed media, video. 3 Saratoga Public Art Commission Online Art Challenge Subcommittee Minutes June 27, 2022 – Page 2 of 2 • Monthly Theme & Submission: Monthly themes will be announced on the first day of the month and submissions through an online form will be accepted through the last day of the month. Themes could be selected by the subcommittee or with input from the Commission. One option for themes is to start with a focus on Saratoga (example: Falling for Saratoga) and get broader with each subsequent month. • Prizes: Each month, an artist will be selected to win a prize. The online art challenge subcommittee may review submissions and recommend a winner to the Commission for consideration at the regular meeting in November, special meeting in December, and regular meeting in January. Alternatively, the Commission may authorize the subcommittee to select a winner for each month. In addition to monthly prizes, a grand prize winner will be selected at the end of the challenge. The online art challenge subcommittee may review submissions and recommend a winner to the Commission for consideration at the regular meeting in January. Alternatively, the subcommittee could select a grand prize winner. Ideas for prizes include: $50 gift certificate for Saratoga restaurant, tickets to Holiday Wine Stroll, tickets to Hakone, or art supply kit. • Age Categories for prizes: When considering prizes, all submissions could be considered regardless of artist age. Alternatively, contest participants could be divided into age categories: 18 years and younger, over 18 years. • Artwork Exhibit: An exhibit to display all submissions would be held in February. Monthly and grand prize artists would also be invited to talk about their artwork. • Total Budget: $250 ADJOURNMENT The meeting was adjourned at 4:30 p.m. Minutes respectfully submitted: Crystal Bothelio, Assistant City Manager City of Saratoga 4 CITY OF SARATOGA Memorandum To: Public Art Commission Online Art Challenge Subcommittee From: Crystal Bothelio, Assistant City Manager Date: August 15, 2022 Subject: Online Art Challenge At the May 16, 2022 Public Art Commission meeting, the Commission approved a process for implementing its Fiscal Year 2022/23 Work Plan. One of the key elements of the implementation process included formation of subcommittees that would meet outside of the Commission’s regular meetings to schedule to develop a recommended plan or program to be presented to the Commission and if necessary, to Council, prior to implementation. One of these committees was formed to develop a recommended approach to the Online Art Challenge in the Commission’s work plan. The City Council approved description of the work effort as well as the implementation schedule approved by the Commission is below. The Online Art Challenge committee met in June to develop a recommendation for implementing the Online Art Challenge work plan item. The Commission accepted the committee’s recommendation with several modifications. These included: limiting participants to 2 dimensional electronic submissions; announcing monthly themes in advance of the start of the challenge; allow participants to submit as many times as desired each month; encourage participants to share progress of their work on social media; and, seeking an outside panel of judges if possible. The goal of the August 15 committee meeting will be to decide monthly themes, discuss concerns regarding sharing artwork progress, and begin considering recruitment of judges. 5 MONTHLY THEMES Based on these requested changes, monthly themes should be decided by the committee before outreach on the program begins. Some ideas for possible themes are below. The Committee may pick from these options, modify the options below, or come up with new themes. • Falling for Saratoga • Oaks and Acorns • Changing Colors • Harvest • Trick or Treat (October) • Gratitude (November) • Cornucopia (November) • Family (November or December) • Tradition (November or December) • Winter Solstice (December) SHARING ARTWORK PROGRESS To avoid any confusion about how participants submit artwork as well as uncertainty about whether a submittal is intended to show progress or serve as a final submission, staff has prepared outreach information and materials that do not encourage submittal of anything demonstrating progress. Given that the Online Art Challenge is also a contest, maintaining a simple and standard approach for submissions will help avoid frustration for participant. JUDGES In addition to selecting monthly themes, the committee was also asked to seek an outside panel of judges. The number of judges and decision about who will be asked to participate as a judge should be decided by mid-October to provide enough time to orient judges and bring the panel together to evaluate October submissions. ONLINE ART CHALLENGE OVERVIEW Work Plan Description Challenge the community to submit and share artwork at regular intervals over a designated amount of time (such as once a week for one month). Participants would be invited to select one medium for all submissions over the course of the challenge 6 (such as dance or photography). Selected artwork could be featured by the City in different ways, such as being shared online. Schedule • August – September: Outreach on contest • September 30: Deadline to register to participate • October 31: Deadline for monthly submissions • November 30: Deadline for monthly submissions • December 31: Deadline for monthly submissions • August – September 2022: Implementation of program Implementation • Timeframe: The challenge would be conducted during the fall season from October through December with a new theme each month to inspire monthly submissions of artwork. Outreach and registration would begin in September. • Eligible Participants: Saratoga residents or any age may register to participate. • Allowable Submissions: 2 dimensional, submitted electronically • Monthly Theme & Submission: Monthly themes will be announced in advance of the challenge starting and submissions through an online form will be accepted through the last day of the month. Themes could be selected by the subcommittee or with input from the Commission. One option for themes is to start with a focus on Saratoga (example: Falling for Saratoga) and get broader with each subsequent month. Participants will be allowed to submit as many times as they would like for each month/theme. • Prizes: Each month, an artist will be selected to win a prize. The subcommittee will seek judges outside of the Commission. If outside judges are unavailable, the committee will judge submissions. In addition to monthly prizes, a grand prize winner will be selected at the end of the challenge. The online art challenge subcommittee may review submissions and recommend a winner to the Commission for consideration at the regular meeting in January. Alternatively, the subcommittee could select a grand prize winner. 7 Ideas for prizes include: $50 gift certificate for Saratoga restaurant, tickets to Holiday Wine Stroll, tickets to Hakone, or art supply kit. • Age Categories for prizes: When considering prizes, all submissions could be considered regardless of artist age. Alternatively, contest participants could be divided into age categories: 18 years and younger, over 18 years. • Artwork Exhibit: An exhibit to display all submissions would be held in February. Monthly and grand prize artists would also be invited to talk about their artwork. • Total Budget: $250 8 City of Saratoga Online ArtChallenge Monthly Themes Share your art inspired by monthly themes. Share as many submittals as you would like each month! October: Theme #1 November: Theme #2 December: Theme #3 2-D, Digital Artwork All artwork must be 2 dimensional and submitted digitally. Files may not exceed 20 MB. Increase your changes of winning a prize by submitting high quality digital files! Contest Prizes Monthly prizes and grand prize by age category (18 & under, over 18) will be given out. Submissions will be exhibited at the end of the challenge. Saratoga residents register by September 30 CITY o f S ARATO G A CALIFO R N IA1956 s a r a toga www.saratoga.ca.us/challenge 9 CITY o f S ARATO G A CALIFO R N IA1956 s a r a toga www.saratoga.ca.us/challenge Online ArtChallenge 10